FORM A: UCLA IT Investment Request Form (FY 20152016) Project Name: Project Sponsor(s): Project Manager(s): CFO / VC Steve Olsen, VC Janina Montero, VC Administration (TBD), VP Robin Garrell, and VP Patricia Tuner Andrew Wissmiller, AVC IT Services and Arun Pasricha, IT Director Student Affairs System: Student Information System Project Owner(s): IT Services and Student Affairs IT Prepared by: Andrew Wissmiller and Arun Pasricha Date: vember 3, 2015 1. Project Profile / Background 1a) Describe the overall objective and importance of this project. Objective The objective of the Student Information Systems project is to replace aging legacy systems with modern solutions that better support present and future business requirements. Importance UCLA student systems are essential to the educational mission of the university. The core transaction systems enable recruitment, admissions, enrollment, financial aid, student records, student accounts and other functions that are strategic to managing the student lifecycle and experience at UCLA. 1b) Is this project related or dependent on any other project or recent request? Yes (Please specify) The project is not dependent on any other initiatives. The core student systems do have an important relationship to other student (e.g., MyUCLA, DARS, advising, scheduling, etc.) and administrative systems and there will extensive work related to the integration of new student systems. 1c) Describe the proposed project management structure The project has a comprehensive governance and management structure that includes a Leadership Committee, Implementation Council, Campus Advisory Group, Program Office, Functional Teams, and Technical Teams. The project management structure is documented in the Project Charter. 1d) What type of project is this? 1e) When will this project be fully implemented? Implementation of new technology system Less than one year Implementation of emerging technology system Between one to two years Replacement of legacy system Between two to five years Other: More than five years 2. Key Stakeholders 2a) List the major stakeholders of this project and the importance of this project to each. IT Services supports the current SIS on the mainframe and provides technical staff to maintain and enhance the system; Student Affairs is the primary functional owner of the SIS and provides management oversight and operational support; Corporate Financial Systems is the functional owner of Student Billing & Receivables; College of Letters and Sciences, Graduate Division, and Professional Schools are other primary campus users of the SIS.. 2b) Does the project have the full support of key stakeholders? If so, who are they? If not, please explain. Yes Primary stakeholder groups have actively participated in the assessment phase of this project and support moving forward with the evaluation and selection of new student systems. (Please explain) Version 81507 Page 1 of 9
FORM A: UCLA IT Investment Request Form (FY 20152016) 3. Project Costs / Funding Request 3a) Prior Funding: Have you requested funding for this project and/or system before? If so from whom, when and for what purpose? Yes (Please specify) Funding was provided for an assessment of the current student systems by Huron Consulting. The assessment reviewed current processes, developed draft requirements, identified gaps in current system functionality and evaluated options for the upgrade and / or replacement of the core student systems. 3b) Summary of Estimated Costs: The following data is derived from the attached Financial Worksheet (Form C). TOTAL PROJECT COSTS / FUNDING RECOMMENDATIONS Development & Maintenance (OneTime / Temporary) Costs Permanent Main Categories: FY 1516 FY 1617 FY 1718 FY 1819 FY 1920 Total FY xxxx 1 Project Staffing $ 370,000 $ $ $ $ $ 370,000 $ 2 Consulting Services $ 650,000 $ $ $ $ $ 650,000 $ 3 Legal Services $ 180,000 $ $ $ $ $ 180,000 $ 4 Software License $ 67,500 $ $ $ $ $ 67,500 $ Total Project Costs $ 1,267,500 $ $ $ $ $ 1,267,500 $ Less: Funding Offsets $ $ $ $ $ $ 0% $ 0% Remaining Balance $ 1,267,500 $ $ $ $ $ 1,267,500 100% $ 100% 3c) Request for Chancellor's Funds: $ 1,267,500 $ $ $ $ $ 1,267,500 $ 3d) Use of Requested Chancellorial Funds: Explain what the Chancellor's funds will be used for. Chancellor funds will be used to support the evaluation and selection of new student systems. Version 81507 Page 2 of 9
FORM B: UCLA IT Investment Request Rating & Justification Form (FY 20152016) vember 3, 2015 1) Strategic Impact: 1a) Describe the impact this project will have on the overall campus strategic initiative and/or the institutional mission of teaching, research or public service: UCLA cannot succeed in its mission as a premier teaching and research institution without a modern, flexible Student Information System. The current SIS is unable to meet the needs of the campus and has left the university at an impasse. System support staff are focused on the maintenance of a fragile system leaving little time for enhancements, resulting in inefficient and risky processes. These challenges will continue to exist and likely expand, leaving UCLA in a vulnerable position for the management of their most critical asset our students. Resolution of these challenges may take time, but work to address these issues needs to begin in earnest. UCLA s long term solution choices are to either move to a vendor provided ERP system, or to custom develop their own solution and migrate all existing systems to it. The current incarnation of the mainframe system is not a viable long term option for UCLA due to the attrition of COBOL knowledge and skill sets as well as the limitations of the coding and hardware. Based on a thorough analysis of various options including updating the current mainframe based SIS, building a new SIS or buying a vendor product, the Leadership Team concluded that it made the most sense to move forward with the selection of a third party solution for the campus. 1b) Does this project align with any UC, Statewide or National initiative? Yes (Please explain) 1c) Check the appropriate box. 1. ne strategic impact 3. Moderate Some strategic impact 2. Low Minimal strategic impact 4. Significant Necessary and significant strategic impact 2) Compliance Requirement: 2a) Is this project a requirement of the campus by any campus, Regental, State or Federal policy and/or regulation? Yes (Please specify) With degrading capabilities, it is likely the campus will find itself unable to meet federal or state level compliance requirements without an upgraded SIS. 2b) Describe how this project will meet the stated policies and/or regulations requirements and the measureable impacts. An extensible and modern system is urgently needed to continue meeting state and federal compliance requirements. 2c) Describe the existing risk or exposure with the current situation. While the campus has been able to meet its compliance requirements so far, inability to modify and/or enhance components of the SIS may leave the campus unable to meet compliance requirements in the future. Billing & Receivable and Financial Aid systems were last updated in early eighties and have now operated past their functional expectancy. These two components have the most significant compliance related requirements, and so are the most vulnerable. 2d) Check the appropriate box. 1. ne measurable impact on compliance requirements. 2. Low Small impact on compliance requirements. 3. Moderate Necessary to maintain current compliance requirements. 4. Significant Demonstrates measurable improvement and necessity for compliance. 3) System Lifecycle Necessity: 3a) Is this project a replacement and/or upgrade of an existing enterprise or campus system? Please explain. Yes As stated above, the current SIS has operated since the early eighties and faces an urgent need for an enterprise level upgrade to continue supporting the campus. Various components of the SIS are significantly outdated and unable to meet campus needs. Modifications or upgrades to these systems are often time consuming and risky due to the fragile nature of the system. Operating costs continue to increase as even small upgrades require extensive development and testing. 3b) Describe any system lifecycle issues and its impact: Purchasing a vendor system alleviates regular updates to meet compliance requirements. Vendors continue to provide periodic upgrades as part of their service. Version 81507 Page 3 of 9
FORM B: UCLA IT Investment Request Rating & Justification Form (FY 20152016) vember 3, 2015 3c) Is project highly likely to be developed on time and on budget and fulfill functional specifications? Please explain Yes 3d) Check the appropriate box: 1. ne system lifecycle issues exists. 4) Customer/User Impact: The next phase of the project will finalize requirement gathering and selection of a vendor. Moran Consulting has extensive experience in this area and has worked with several comparable institutions. The timeline provided by Moran Consulting is based on their previous engagements with similar institutions, the latest being UC Berkeley. 2. Low Minimal system lifecycle needs will be addressed. 3. Moderate Some system lifecycle issues / needs will be addressed. 4. Significant Necessary and significant system lifecycle issue will be addressed. 4a) Identify the number of individuals in the following four categories that will be affected by the request/proposed project: Make a Menu Selection: Group Faculty Students Departmental Staff Central Admin Staff Other: Quantity 4. > 1,000 4. > 1,000 3. 501 1,000 3. 501 1,000 Specify: Total Score: 4b) Describe the tangible benefits and how they will measured. 1. Critical to business and operational needs A new and modern SIS will provide much needed flexibility and functionality to meet the growing needs of the campus. Significant staffing resources are currently dedicated to maintaining and supporting the outdated SIS. With a new SIS, functional departments will be able to redirect resources, currently consumed in operational support for the legacy SIS, to providing critically needed student facing support. 2. Mandatory for enterprise systems A new SIS is essential to meet complex functional requirements as well as increasingly complex compliance requirements. 4c) Describe how likely this project will be well embraced and used by the intended users? All key stakeholders will benefit from an upgraded SIS in terms of maintaining and supporting the system. The end users, including staff and students, will directly benefit from a robust, scalable and dependable SIS with increased functionality. 4d) Describe any likely negative impacts on the intended and unintended users. Significant implementation and integration work will need to be carried out across the campus to connect to the new SIS. 5) Workload Impact: 5a) Describe the likely impact of the project on workload (both positive and negative) and how it will be measured. Once implemented, the new SIS will significantly reduce the workload on departments engaged in annual changes to the system to meet compliance requirements. Financial Aid, Admissions etc. spend substantial resources on upgrading the legacy SIS every year for this effort. Using a vendor system will help alleviate this annual workload. 5b) Describe the savings produced by the implementation of the project and how it will be measured. Several functional departments spend significant resources to meet complex business needs that cannot be accommodated in the legacy SIS or in annual upgrades. These resources can be reallocated to providing improved student services. 5c) Check the appropriate box: 1. ne measurable impact on workload or too difficult to measure. 2. Low Demonstrates minimal savings / impact on workload. 3. Moderate Demonstrates some measurable savings / impact on workload. 4. Significant Demonstrates measurable savings / impact on workload. Version 81507 Page 4 of 9
FORM B: UCLA IT Investment Request Rating & Justification Form (FY 20152016) vember 3, 2015 6) Financial/Fiscal Impact: 6a) Was a costbenefit analysis conducted? Summarize the key points below and attach supporting documentation. Yes 6b) What is the financial impact of this project on the campus and department? Please explain. Potential source of revenue Financial savings Other Huron Consulting was engaged to conduct an extensive assessment of the current student systems and a costbenefitrisk analysis of replacement options. A new SIS will provide enhanced capabilities and reduce the operational and maintenance workload on many departments. These departments are finding it hard to meet student service expectations with increasing enrollment. With this upgrade they will be able to redirect the resources to improving student services. The new SIS will also allow the campus to meet the ever growing and complex compliance requirements. 6b) Specify the potential for generating revenue and/or cash savings for the departments and campus. 6c) Check the appropriate box: 1. ne significant financial savings nor revenue. 7) Additional Information 7a) What are the consequences of NOT doing this project? 2. Low Demonstrates minimal financial savings and/or revenue. 1. Inability to support functional and compliance requirements. 2. Increasing risk due to attrition of COBOL expertise needed to maintain the legacy SIS. 3. Moderate Demonstrates some measurable financial savings and/or revenue. 4. Significant Demonstrates measurable financial savings and/or revenue. 7b) Describe any issues / constraints / barriers that impact the successful implementation of this project. The SIS replacement will be a significant campus level initiative with wide ranging impact. Almost all major campus entities will be involved in integration related activities to consume the new SIS. 7c) Describe any additional justification and/or rationale for this request / project not reflected in the criteria listed above. Version 81507 Page 5 of 9
FORM C: UCLA IT Investment Project Financial Worksheet Date: Prepared by: vember 3, 2015 Andrew Wissmiller and Arun Pasricha Summary of Costs and Available Funding Offsets Estimated Total Project Costs Estimated Five Year Development & Maintenance (Onetime Investment) Costs Categories: FY 1516 FY1617 FY1718 FY1819 FY1920 Total FY xxxx 1 Project Staffing 370,000 $ 370,000 $ 2 Consulting Services 650,000 $ 650,000 $ 3 Legal Services 180,000 $ 180,000 $ 4 Software License 67,500 $ 67,500 $ TOTAL Costs: $ 1,267,500 $ $ $ $ $ 1,267,500 $ Funding Offsets Estimated Five Year Development & Maintenance (Onetime Investment) Costs Funding Source FY 1516 FY1617 FY1718 FY1819 FY1920 Total FY xxxx A B $ $ TOTALS: $ $ $ $ $ $ $ Remaining (Unfunded) Balance: $ 1,267,500 $ $ $ $ $ 1,267,500 $ Details of Estimated Project Costs Estimated Five Year Development & Maintenance (Onetime Investment) Costs Category / Items FY 1516 FY1617 FY1718 FY1819 FY1920 Total FY xxxx 1.0 Project Staffing 1.1 Project Manager 210,000 $ 210,000 1.2 Business Analyst 160,000 $ 160,000 1.3 Subtotal: $ 370,000 $ $ $ $ $ 370,000 $ 2.0 Consulting Services 2.1 Moran Technology Consulting 650,000 $ 650,000 2.2 $ 2.3 Subtotal: $ 650,000 $ $ $ $ $ 650,000 $ 3.0 Legal Services 3.1 Contract Negotiation 180,000 $ 180,000 3.2 $ 3.3 Subtotal: $ 180,000 $ $ $ $ $ 180,000 $ 4.0 Software License 4.1 Decision Director 67,500 $ 67,500 4.2 $ 4.3 Subtotal: $ 67,500 $ $ $ $ $ 67,500 $ Version 81507 Page 1 of 2
Details of Estimated Project Costs Estimated Five Year Development & Maintenance (Onetime Investment) Costs Category / Items FY 1516 FY1617 FY1718 FY1819 FY1920 Total FY xxxx TOTALS: $ 1,267,500 $ $ $ $ $ 1,267,500 $ $ $ $ $ $ Financial Assumptions: Describe any particular assumptions that have been made to impact the financial estimates (such as annual inflationary rates, benefits, FTE average salary, etc.). Ref. tes 1.1 Project Manager one FTE contract employee or contractor 1.2 Business Analyst one FTE contract employee or contractor Version 81507 Page 2 of 2